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平成 30 年度（2018 年度）

日本学術振興会

外国人特別研究員

諸手続の手引

Postdoctoral Fellowships

for Research in Japan

PROGRAM GUIDELINES FY2018

独立行政法人日本学術振興会

外国人研究者招へい事業 Japan Society for the Promotion of Science

JSPS International Fellowships for Research in Japan

連絡先一覧 Contact Information

ご連絡の際は、まず ID 番号をお知らせください。

※ID 番号は以下のアルファベットから始まります。 Corresponding with JSPS, please specify your ID number. ※the first letter of ID numbers will be as follows:

外特（戦略）Strategic：GR

外特（欧米短期）Short-term：PE

外特（一般）Standard：P 外特（定着）Pathway：PU

独立行政法人日本学術振興会国際事業部人物交流課 Overseas Fellowship Division, JSPS 〒102-0083 東京都千代田区麹町 5-3-1 5-3-1 Kojimachi, Chiyoda-ku, Tokyo 102-0083 FAX: 03-3263-1854

外特プログラム Programs TEL e-mail

戦略 Strategic (GR) 03-3263-4098 [email protected]

欧米短期 Short-term (PE)

03-3263-3810

[email protected]

一般 Standard (P) [email protected]

定着促進 Pathway (PU) [email protected]

Website: (JP)https://www.jsps.go.jp/j-fellow/index.html

(EN)https://www.jsps.go.jp/english/e-fellow/index.html

平成 30 年度（2018 年度）

日本学術振興会

外国人特別研究員

諸手続の手引

Postdoctoral Fellowships

for Research in Japan

PROGRAM GUIDELINES FY2018

必ず本書を一読の上、お早めに手続を行ってください。

Please read these Guidelines and follow the required procedures

as soon as possible.

平成 30 年 1 月発行

Published on January 2018

この手引は、平成 30 年分採用者に適用します。

This “Program Guidelines” was developed for the Fellows who start their

Fellowships during FY2018.

◆諸手続一覧◆FORMS AND DOCUMENTS TO BE SUBMITTED

様式Form

提出時期Submission Deadline

提出者Who Submits

提出手段Methods

採用期間開始前

Pre‐arrival

A-1 採用通知発行日から60日以内

Within 60 days after the date the Award Letter was issued

（研究員→）受入研究者→受入研究機関の国際交流事務担当部署→JSPS（Fellow →） Host → Host Ins tu on → JSPS

原本郵送By postal

mail

誓約書Notice of Agreement採用を承諾する

State acceptance of fellowship offer

手引きのJ9-J11 ページをご覧くださいsee E9‐E11 in the Guideline

研究員→ 受入研究者または受

入研究機関の国際交流事務担当部署→JSPSFellow → Host （Institution） → JSPS

採用辞退願Refusal to Accept Fellowship

１０決定次第速やかにAs soon as possible

研究員→受入研究者→受入研究機関長→JSPSFellow→Host → Host Institution → JSPS


mail

採用を辞退するState refusal offellowship offer

往路航空券の申込みApply for air ticket

―「国際航空券手配に関する説明」をご覧ください。See “Air Ticket Application Information” from travel agency

研究員→旅行代理店Fellow → the designated travel agency

―

銀行口座届Notice of Bank Account

３

手引きのJ12-J14ページをご覧くださいsee E12‐E14 in the Guideline

研究員→受入研究者→JSPSFellow → Host → JSPS


mail

採用期間開始・初回金受領方法通知書Fellowship Commencement and Initial Allowance

1来日１か月前まで1 month prior to the Fellow’s arrival



mail

滞在費その他経費の支給を受ける

Receive allowances

該当年度の「科研費募集要領」をご覧ください。See grant application procedures for instructions

特別研究員奨励費に応募する（一般、定着）

Apply for JSPS Grant‐in‐Aid(for Standard and Pathway fellows)

調査研究費交付申請書Application for Research Support Allowance

15

採用開始日の３週間前まで

3 weeks prior to the Fellow's arrival

受入研究者→受入研究機関の国際交流事務担当者→JSPSHost →Host Ins tu on → JSPS


mail

調査研究費を申請する（戦略・欧米短期）

Apply for Research Support Allowance(for Strategic and Short‐term fellows)

採用期間中

Durin

g tenure

採用期間開始届Notice of Fellowship Commencement

2

採用開始後1週間以内

Within 1 week of Fellow's arrival

研究員→受入研究者→受入研究機関の国際交流事務担当者→JSPSFellow → Host → Host Institution → JSPS


mail

研究を開始するStart fellowship

銀行口座届Notice of Bank Account

3来日後速やかにAs soon as possible



mail

２回目の滞在費の支給を受ける（該当者のみ）

Receive the second allowance(if applicable)

採用期間中の一時出国届Notice of Temporary Absence

4

一時出国の2週間前まで

2 weeks prior to the Fellow’s leave

研究員→受入研究者→受入研究機関の国際交流事務担当者→JSPSFellow → Host → Host Ins tu on → JSPS

電子メール

By e‐mail

日本から一時出国したいRequest temporary leave

採用期間中の一時出国報告書Report of Temporary Absence

5

一時出国から帰国後１週間以内

Within 1 week of the Fellow’s returning

研究員→受入研究者→受入研究機関の国際交流事務担当者→JSPSFellow → Host → Host Ins tu on → JSPS


mail

学位記等PhD diploma or other documentation 欧米諸国の永住権が確認できる書類（該当者のみ）A copy of permanent residency card of eligible countries (Required fellows only)

申請資格の確認Confirm eligibility

A-2受入承諾書Notice of Acceptance

採用期間中

Durin

g tenure

受入研究者・研究機関変更願Request for Change of Host Researcher/Host Institution

9-1変更の決定後

速やかにAs soon as possible

受入研究者→受入研究機関長→JSPSHost → Host Ins tu on → JSPS


mail

・受入研究者又は受入研究機関を変更したい

・受入研究者情報を変更したい

‐ Change host researcher or host institution(for Pathway fellows; host researcher only)

‐ Change host researcher’s information

出産・育児に係る採用期間中断願Request for Maternity Leave

12中断開始１か月前

まで1 month prior to leave



mail・出産・育児で研究を中断したい

・中断期間を変更したい・出産・育児を終え、

研究に復帰したい‐ Request for maternity leave‐ Change leave period‐ Request recommencement of fellowship

出産・育児に係る中断期間変更願Request to Change Period of Maternity Leave

13

変更開始１か月前まで

1 month prior to adjustment



mail

出産・育児に係る採用期間再開届Notice of Fellowship Recommencement

14

再開開始１か月前まで

1 month prior to recommencement



mail

復路航空券の申込みApply for air ticket

「国際航空券手配に関する説明」を御覧ください。See “Air Ticket Application Information” from travel agency

研究員→旅行代理店Fellow → the designated travel agency

― ―


mail

採用期間終了（期間の短縮）届Notice of Fellowship Completion (Shortening)

6

(短縮)短縮の決定後速やかに

(終了)採用期間終了後2週間以内Shortening:

as soon as possibleCompletion:

within 2 weeks of the fellowship completion

研究員→受入研究者→受入研究機関の国際交流事務担当者→JSPSFellow → Host → Host Institution → JSPS

・採用期間を短縮したい・採用期間が終了した‐ Shorten fellowship tenure‐ Notify completion offellowship

採用期間終了後

Post‐d

epartu

re


mail

研究報告書（研究員用）Research Report (by Fellow)

7

採用期間終了後１か月以内

Within 1 month after the expiration of the

fellowship

研究員→受入研究者→受入研究機関の国際交流事務担当者→JSPSFellow → Host → Host Institution→ JSPS

研究報告書を提出するSubmit research report


mail

研究報告書（受入研究者用）Research Report (by Host Researcher)

8

採用期間終了後1か月以内


fellowship

受入研究者→受入研究機関の国際交流事務担当者→JSPSHost → Host Ins tu on → JSPS



fellowship

研究員と受入研究者→JSPSBoth Fellow and Host → JSPS

Web入力Online

data entry

プログラム評価質問票Feedback on Fellowship Program

アンケートを提出するSubmit questionnaire

11

証明書を使用する２週間前まで

2 weeks prior to using it

研究員→JSPSFellow → JSPS


mail

証明書交付願Application for Certificate

証明書が欲しいRequest certificate for job application purposes

調査研究費収支決算報告書Research Support Allowance Expenditure Report

16



fellowship



mail

調査研究費の収支を報告する

（戦略・欧米短期）Report research support allowance expenditures(for strategic and Short‐

term fellows)

様式Form

提出時期Submission Deadline

提出者Who Submits

提出手段Methods

受入研究者機関内異動届Notice of Change in Host Researcher’s Status within Host Institution

9-2変更の決定後

速やかにAs soon as possible



mail

様式のダウンロードはこちらからDOWNLOAD FORMS

https://www.jsps.go.jp/j‐fellow/yoshiki.html

CONTENTS（ENGLISH／英語） Page I. BASIC STIPULATIONS 1．Provisions・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ E1 2．ID Number・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ E1 3．Term of the Fellowships・・・・・・・・・・・・・・・・・・・・・・・・・ E2 4．Obligations・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ E2 5．Changing Research Plan・・・・・・・・・・・・・・・・・・・・・・・・ E4 6．Revocation of the Fellowship and Stopping Allowances・・・・・・・・・・ E4 7．Communication between Fellows and Hosts・・・・・・・・・・・・・・・ E5 8．Releasing Information about Fellows・・・・・・・・・・・・・・・・・・ E6 9．Acknowledging Research Results・・・・・・・・・・・・・・・・・・・ E6 10．Outreach Activities Related to Fellows’ Research Topics・・・・・・・・・・ E6 11．Misconduct in Research・・・・・・・・・・・・・・・・・・・・・・・ E7 12．Improper use of Research Funds・・・・・・・・・・・・・・・・・・・ E7 II. PROCEDURAL PROVISIONS 1．Award Letter and Related Documents・・・・・・・・・・・・・・・・・・ E9 2．Pre-arrival Procedures・・・・・・・・・・・・・・・・・・・・・・・・ E9 3．Post-arrival Procedures・・・・・・・・・・・・・・・・・・・・・・・・ E14 4．Pre-/Post-departure Procedures upon Completion of the Fellowship・・ E16 III. FINANCIAL PROVISIONS 1．Nature of Financial Support・・・・・・・・・・・・・・・・・・・・・・ E19 2．Maintenance Allowances・・・・・・・・・・・・・・・・・・・・・・・ E20 3．Settling-in Allowance・・・・・・・・・・・・・・・・・・・・・・・・・ E21 4．Airfare ・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ E21 5．Overseas Travel Insurance・・・・・・・・・・・・・・・・・・・・・・・ E22 6．Reimbursement・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ E22 IV. CHANGES DURING FELLOWSHIP TENURE 1．Shortening the Fellowship Tenure・・・・・・・・・・・・・・・・・・・・・・・ E23 2．Extending the Fellowship Tenure・・・・・・・・・・・・・・・・・・・・・・ E23 3．Leaving for Child Bearing and/or Infant Nursing・・・・・・・・・・・・・・ E24 4．Temporary Absence from Japan・・・・・・・・・・・・・・・・・・・・・・・・ E25 5．Changing Hosts or Institutions・・・・・・・・・・・・・・・・・・・・・・・・・・ E26

V. GRANT-IN-AID FOR JSPS RESEARCH FELLOW 1．Applying for a Grant-in-Aid・・・・・・・・・・・・・・・・・・・・・・ E29 2．Eligibility for Grant-in-Aid for JSPS Research Fellows・・・・・・・・・・ E29 VI. RESEARCH SUPPORT ALLOWANCE 1．Applying for the Research Support Allowance・・・・・・・・・・・・・・・ E30 2．Managing the Research Support Allowance・・・・・・・・・・・・・・・・・ E30 APPENDIX A Procedures for Certificate of Eligibility and Visa APPENDIX B An Extract from the JSPS Law APPENDIX C Sample of Document Certifying the Research Activity, Fellowship

Period, and Monthly Maintenance Allowance of Fellows

E1

I. BASIC STIPULATIONS

1. PROVISIONS

This booklet, “Program Guidelines,” provides details on the terms, conditions and procedures of the

JSPS Postdoctoral Fellowships for Research in Japan, pursuant to the Award Letter issued by the

President of Japan Society for the Promotion of Science (JSPS). The postdoctoral fellows (“Fellows”),

host researchers (“Hosts”) and administrative offices or staffs of the host institutions (“Institutions”) in

Japan are requested to read carefully each item in this booklet. (Hereafter, Fellows, Hosts and

Institutions are referred to collectively as “YOU.”)

This booklet consists of two parts, one written in Japanese and the other in English. If any

differences in wording or interpretation should occur between the two parts, the Japanese part

will take precedence.

The English version can be downloaded from the following JSPS webpage:

https://www.jsps.go.jp/english/e-fellow/guideline_03.html

Hereafter, the titles of the various fellowship programs are referred to as follows:

“Strategic” = Postdoctoral Fellowship for Research in Japan (Strategic Program)

“Short-term” = Postdoctoral Fellowship for Research in Japan (Short-term)

“Standard” = Postdoctoral Fellowship for Research in Japan (Standard)

“Pathway” = Postdoctoral Fellowship for Research in Japan (Pathway to University Positions in

Japan)

2. ID NUMBER

JSPS assigns each Fellow an ID number, which is noted in the Award Letter. All documents sent to

JSPS by YOU should include the ID number.

The ID number consists of the following prefixes and five digits.

Strategic: GRxxxxx

Short-term: PExxxxx

Standard: Pxxxxx

Pathway: PUxxxxx

Upon receipt of the Award Letter, Fellows are to submit Form A-1 (Notice of Agreement), stating that

they will observe all the terms and conditions stipulated in these Guidelines, to their Hosts, who will

then submit it with an accompany Form A-2 (Notice of Acceptance) to JSPS via the Institution.

The terms and conditions set forth herein are non-negotiable. Fellows and Hosts are expected to

observe the regulations, procedures and deadlines stipulated in these Guidelines.

Institutions are to receive inquiries from and provide consultation to Fellows and Hosts so as to ensure

that their research activities proceed smoothly and that they submit the required forms and execute the

program procedures without omission.

If YOU should find anything unclear in these Guidelines, please contact JSPS for instructions.

Note that allowances could be stopped and other services suspended if YOU should fail to observe

the terms and conditions in these Guidelines or to follow JSPS’s instructions.

E2

3. TERM OF THE FELLOWSHIPS

Fellows must start their fellowship during the period specified in the Award Letter. If not, the

fellowship will be revoked.

◆Starting date of the fellowship: The day that Fellows arrive in Japan.

For those Fellows who were already residing in Japan prior to

the start of the fellowship, the starting date must be agreed upon

between them and their Hosts in advance, and the “arrival date

in Japan” should be understood as the “starting date of the

fellowship.”

◆Ending date of the fellowship: The day that Fellows depart from Japan.

The last day of the fellowship tenure stipulated in the Award

Letter. If Fellows wish to shorten their fellowship tenure, the

“date that the fellowship tenure is shortened” should be

understood as the “ending date of the fellowship.” In this case,

Hosts must fill out Form 6 (Notice of Fellowship Completion

(Shortening)) and submit it by email to JSPS via their Institution.

Fellows must reside in Japan continuously over the duration of their fellowships. The duration of the

fellowship may not be divided into multiple stays.

Note: When, for example, Fellows arrive in Japan on 1 April 20AA for a 24-month tenure, their

fellowships will end on 31 March 20CC.

4. OBLIGATIONS

Fellows, Hosts and Institutions should, based on an understanding of the purpose of the fellowship,

observe the rules and instructions stipulated in these Guidelines over the duration of the fellowship.

(1) Obligations of Fellows

① During their tenure, Fellows shall not, either in or outside their Institutions, infringe in any

way on the human rights of others, including racial or gender discrimination, harassment or

other forms of abuse. All cases of potential human rights violations, whether related to the

victimized or victimizer, shall be reported and action taken by the Institutions, JSPS and

other related organizations to solve the problem.

② Fellows are not permitted to receive other fellowships or funding (e.g. salary or other

compensation) during the tenure of their fellowships. If Fellows have accepted another

fellowship, including another JSPS postdoctoral fellowship, they must choose one of them

and decline the other.

③ Fellows are not allowed to receive per diem even when they are provided funds for

transportation and accommodation during trips to execute their research plans.

④ During their tenure, Fellows must devote full time to their research at their Institutions, and

not engage in any other work or research (*).

⑤ Fellows must, as a rule, reside in Japan during the term of their fellowships, and leave Japan

on the expiration date of their tenure. If Fellows wish to take a temporary leave of absence

from Japan during their tenure, they must follow the rules set forth by JSPS.

E3

⑥ Within one month of the completion of their tenure, Fellows must submit Form 7 (Research

Report) to JSPS via their Hosts and Institutions.

⑦ If Fellows publish research results obtained under the JSPS fellowship program in scientific

journals or other literature, annotation of such should be provided.

⑧ Fellows must not engage in any kind of research misconduct.

⑨ Fellows are obligated to manage appropriately the funds provided them under the JSPS

fellowship and research grants, taking strict care to avoid their improper use or expenditure.

⑩ Fellows agree to observe all of the provisions in these Guidelines.

(*) Types of activities not included in the above-noted “other work or research”

Only the following activities (a)-(d) are allowed to be carried out as a part of the Fellow’s

research activities during his/her tenure. However, Fellows must not be hired or receive

remuneration to conduct these activities.

Before conducting these activities, Fellows must obtain approval from their Hosts, ensuring

that the activities will not hinder the performance of the fellowship’s research.

(a) Activities such as research-related teaching to students at Institutions.

(b) Participating in a research project closely related to the Fellow’s research title.

(c) Taking part in outreach activities that are relevent to the Fellow’s research title (see “10.

OUTREACH ACTIVITIES RELATED TO FELLOWS’ RESEARCH TOPICS”).

(d) Taking part in events organized by JSPS for Fellows.

(2) Obligations of Hosts

① During Fellows’ tenure, neither Hosts nor Fellows shall, either in or outside their Institutions,

infringe in any way on the human rights of others, including racial or gender discrimination

or harassment or other forms of abuse. All cases of potential human rights violations,

whether related to the victimized or victimizer, shall be reported and action taken by the

Institutions, JSPS and other related organizations to solve the problems.

② Hosts shall, in cooperation with their Institutions, promptly provide the lab space, facilities

and equipment that Fellows will need to begin their research activities. This includes

providing Fellows with a title and/or identification card.

③ Hosts shall, in cooperation with their Institutions, provide Fellows with pre-arrival

assistance including in visa application and other necessary processing, securing domicile,

and consultation on daily life in Japan.

④ Within one month after the completion of the Fellows’ tenure in Japan, Hosts will submit

Form 8 (Hosts’ Research Report) together with Form 7 (Fellows’ Research Report) to JSPS

via their Institutions.

⑤ Hosts must not engage in any kind of research misconduct.

⑥ Hosts are obligated to manage appropriately the research grant and the funds provided under

the JSPS fellowship, taking strict care to avoid their improper use or expenditure.

⑦ Hosts are to acquire an accurate grasp of the procedures related to Fellows’ tenure and

allowances and to ensure that all the prescribed forms are submitted to JSPS via their

Institutions. Such procedures include the start, end, withdrawal, extension and

recommencement of fellowships and temporary leaves of absence from Japan.

E4

⑧ Hosts agree to observe all of the provisions in these Guidelines and to ensure that Fellows

also observe them. ⑨ Personnel in charge of Fellows’ travel expenses at Institutions and staffs at Host labs are to

be informed that Fellows are not allowed to receive per diem even when they are provided funds for transportation and accommodation during trips to execute their research plans.

(3) Obligations of Institutions

① Mindful of Fellows’ period of stay in Japan including proper entry and departure, Institutions are to ensure the proper execution of all necessary procedures.

② Institutions are to support various living-related aspects of Fellows’ stays in Japan, and provide them with a title appropriate for conducting their research activities at the Institution.

③ When accepting Fellows, Institutions are to carry out security trade control procedures based on the Foreign Exchange and Foreign Control Trade Law (Act No. 228 of 1 December 1949), as they pertain to related government regulations and institutional rules.

④ Institutions should ascertain how to contact Fellows in the case of an emergency such as a disaster.

⑤ Institutions should provide assistance needed for Fellows and Hosts to conduct their joint research comfortably, and, in the event of problems, try to resolve them from a neutral position.

⑥ Institutions shall inform both Fellows and Hosts of the rules that they and JSPS have established to prevent research misconduct and misuse of research funds and of the penalties for violations.

⑦ Institutions are to take primary responsibility for Fellows’ actions, so they must be proactive in preventing any discrimination, misconduct or misuse of funds by Fellows during their tenure. If any such problems should occur, Institutions will endeavor to resolve them.

⑧ Institutions are to acquire an accurate grasp of the procedures related to Fellows’ tenure and allowances. Such procedures include the start, end, withdrawal, extension and recommencement of the fellowship and temporary leaves of absence from Japan.

⑨ Personnel in charge of Fellows’ travel expenses at Institutions and staffs at Host labs are to be informed that Fellows are not allowed to receive per diem even when they are provided funds for transportation and accommodation during trips to execute their research plans.

5. CHANGING RESEARCH PLAN

Fellows are obligated to conduct research based on the research title and research plan contained in their fellowship applications. Accordingly, the research title and research plan may not be changed. However, there may be cases when changing the research plan is allowed due to changes that occur during the course of the research. 6. REVOCATION OF THE FELLOWSHIP AND STOPPING ALLOWANCES

JSPS may take the following measure(s) if it judges any of the circumstances described below to pertain.

Accordingly, JSPS may: (1) Revoke or cancel the fellowship during the Fellow’s tenure. (2) Stop paying allowances (including air tickets). (3) Require the full or partial return of money (including the research grant) already paid.

E5

The above measure(s) may be taken when JSPS judges the following to occur.

① The fellowship has been awarded on the basis of false statements in the application form.

② Completion of the Fellow’s research activities stated in his/her application form is deemed

impossible or clearly difficult to achieve within the duration of the fellowship.

③ Fellows violate Japanese laws or regulations or are prosecuted for violating them.

④ Hosts or Institutions judge it difficult for Fellows to continue their research.

⑤ Fellows submit a request for a leave of absence after the fact or submit a false report.

⑥ Fellows fail to fulfill a fellowship’s eligibility requirements (such as acquiring Japanese

citizenship or permanent residency).

⑦ Fellows receive financial provisions by deception or other fraudulent means.

⑧ Fellows waste and/or abuse research funds.

⑨ Fellows commit misconduct in their research activities.

⑩ Fellows do not in good faith observe the obligations stipulated in these Guidelines, fail to

follow JSPS’s instructions, or carry out any actions in a manner unbecoming the high stature

expected of JSPS Fellows.

7. COMMUNICATION BETWEEN FELLOWS AND HOSTS

Prior to Fellows’ coming to Japan, close contact should be established between them and their Hosts

with regard to both the research plan and preparations for living in Japan. When applicable, the

following matters should be thoroughly discussed.

(1) Securing Domicile

House and apartment rental in Japan is expensive, particularly in large cities such as Tokyo, Osaka

and Kyoto. Furthermore, when Fellows sign a rental agreement, they may be required to pay the

landlord a refundable deposit (sheik-kin) and non-refundable “key money (rei-kin and/or kern-kin)”

equivalent to 4-6 months’ rent. In addition, Fellows may need to pay the real estate agency a fee

equivalent to one month rent. The amounts of these deposits and key money differ somewhat from

place to place. Also note that Japanese houses and apartments normally come unfurnished.

JSPS does not pay these fees nor can it act as Fellows’ guarantor for rental agreements. Neither can

JSPS act as a mediator in house hunting or provide housing information. It is, therefore, advisable for

Fellows and Hosts to secure the Fellows’ domicile prior to starting research in Japan.

When negotiating a rental contract, Fellows are advised to ask their Hosts, Institutions or a Japanese

colleague to accompany them to the real estate office.

(2) Form of Joint Research

If it is anticipated that a disagreement may occur with regard to intellectual property rights on the

outcomes (e.g., patents, software) of the joint research, Fellows, Hosts and Institutions should

negotiate and establish a memorandum on their disposition in advance.

It should be confirmed by Hosts in advance that Fellows understand that the cooperative research is

to be conducted under the guidance of Hosts. If this should not be the case, Fellows and Hosts should

discuss and agree upon the form of collaboration in advance.

When filing a patent application, care should be taken to fully consult patent and other related

domestic laws and ordinances as well as the rules and regulations governing the disposition of research

outcomes at the Institutions.

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(3) Fellow’s Working Conditions

As JSPS does not employ Fellows, JSPS is not in a position to dictate their working conditions,

such as the number of hours or days per week they work at Institutions. Therefore, Hosts and

Institutions should establish Fellows’ research hours and other working conditions in advance, and

inform Fellows of how summer vacations or other periods of leave are administered. The working

rules and practices of Institutions and/or research groups may be applied when establishing Fellow’s

working conditions.

If a difference of opinion should arise between Fellows and Hosts with regard to the implementation

or other aspects of the joint research, a neutral body within Institutions should be asked to mediate.

8. RELEASING INFORMATION ABOUT FELLOWS

Fellows’ and Hosts’ names, fields of specialization, research themes, and fellowship tenures may be

posted on JSPS’s webpage.

9. ACKNOWLEDGING RESEARCH RESULTS

When reporting research results achieved under the JSPS fellowship in scientific journals or other

publications, indicate clearly that Fellows are “JSPS International Research Fellows.”

Example: 1. International Research Fellow of Japan Society for the Promotion of Science (Postdoctoral

Fellowships for Research in Japan (Standard))

2. JSPS International Research Fellow (Graduate School of Science, XX University)

Please inform JSPS if research activities conducted under this program or their related outcomes

receive high appraisal. (This includes publications of coauthored papers in academic journals,

coverage of research activities/results in newspapers or other media, and awards for research

achievements.)

10. OUTREACH ACTIVITIES RELATED TO FELLOWS’ RESEARCH TOPICS Fellows are invited to use their research outcomes to benefit society and give presentations to

disseminate them to the public, as the JSPS Fellowship Program is funded by taxpayers. Accordingly,

Fellows may take part in outreach activities related to their research topics by obtaining permission

from their Hosts, as long as such activities do not hinder the carrying out of their fellowship research

plans.

Outreach activities

Outreach activities go beyond the mere dissemination of information; they communicate research

contents and outcomes to the public using easy-to-understand language; and they create a friendly

two-way dialogue between practitioners and recipients of science and technology. “Outreach” means

“reach out.”

Examples of outreach activities:

Symposiums open to the public, children and/or teachers; Open Campus and Open Lab events;

lectures given by guest speakers; classroom science experiments; “Science cafes”

Such outreach activities related to Fellow’s research topic are funded by the Grant-in-Aid for JSPS

Research Fellow or the Research Support Allowance.

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“Science Dialogue” is one of the outreach programs designed for Fellows who come to Japan under

this JSPS Fellowship Program. In it, Fellows give lectures in English at mainly high schools on their

research activities and on the society and culture of their home countries. Please visit the following

website for the details.

Science Dialogue Program: https://www.jsps.go.jp/english/e-plaza/e-sdialogue/index.html

11. MISCONDUCT IN RESEARCH

Misconduct in research dishonors science, undermines people’s trust in science, and hinders the

advancement of science. It must not be committed under any circumstance.

Ensuring research integrity is all-the-more imperative when it comes to securing the effective use of

public funds at a time when governmental support for research is being increased as an investment in

future despite severe financial conditions in Japan.

Therefore, YOU should not engage in any kind of research misconduct. Fellows and Hosts should take

special care to observe the rules and regulations for research activities specified by Institutions and

academic societies.

Misconduct in research activities

“Misconduct committed in carrying out research activities and publishing research outcomes

undermines research integrity, distorts the essence and meaning of research, and hinders the normal

process of communication within the scientific community. Specifically, misconduct comprises the

fabrication and falsification (manipulation) of data and/or results obtained from research activities

and the appropriation of research results by others (plagiarism).”

“Guidelines for Responding to Misconduct in Research,” issued 26 August 2014 by Ministry of

Education, Culture, Sports, Science and Technology (MEXT)

References: Learning materials on avoiding misconduct in research activities

① For the Sound Development of Science—The Attitude of a Conscientious Scientist— by

Editing Committee of Japan Society for the Promotion of Science.

② e-Learning Course on Research Ethics [eL CoRE]

① & ② are available at: http://www.jsps.go.jp/english/e-kousei/ethics.html

③ APRIN e-learning program (CITI Japan)

④ Research ethics courses conducted by Institutions based on the “Guidelines for Responding

to Misconduct in Research,” issued 26 August 2014 by Ministry of Education, Culture,

Sports, Science and Technology (MEXT)

12. IMPROPER USE OF RESEARCH FUNDS

You must not misuse research funds. The following are examples of the improper use of research

funds.

(1) Impropriety through fictitious honoraria and wages

① Requesting honoraria/wages not accordant with the actual situation, such as a claim for

payment based on a fictitious timesheet

(2) Impropriety through the fictitious purchase of goods

① Requesting payment of funds based on a fictitious transaction and giving the funds paid to

a vendor to hold and manage

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② Paying a vendor for a fictitious order of consumables to pool money

(3) Impropriety through fictitious travel expenses

① Requests for travel funding in an amount more than actually expended

② Requests for funding for fictitious travel

In addition to the above, if a Fellow is participant in the misuse of another researcher’s research funds,

JSPS will judge him/her to also have committed the misuse. When using research funds, Fellows must

check in advance the usage rules at their Institutions and be sure to use them properly.

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II. PROCEDURAL PROVISIONS

1. AWARD LETTER AND RELATED DOCUMENTS

The following documents accompany the Award Letter. Check to confirm that all of them have been

received.

① Award Letter*

② Certificate of Financial Support*

③ Program Guidelines (this booklet)

④ Air Ticket Application Information (from travel agency) **

⑤ A Guide to Insurance Policy for JSPS Fellows (from insurance company)***

* Items ① and ② cannot be reissued.

** ④is not included in the case of Strategic Fellows nominated by NSF or DST/INSA.

*** ⑤is not included in the case of Strategic Fellows nominated by DST/INSA.

A copy of the Fellow’s Award Letter addressed to Host is sent to the Fellow. JSPS issues one original

copy of the Certificate of Financial Support to each the Fellows and Hosts.

Fellows should not use the original of these documents when applying for an entry visa, and Hosts

should not use them when applying for the Fellow’s “Certificate of Eligibility” (See II-2 “(4) Resident

Status”). A copy should be used.

2. PRE-ARRIVAL PROCEDURES

(1) Submitting Form A-1 (Notice of Agreement) and Form A-2 (Notice of Acceptance)

[Fellows, Hosts, Institutions]

Upon deciding to accept the fellowship, Fellows are to send Form A-1 (Notice of Agreement) to their

Hosts, who will forward it along with Form A-2 (Notice of Acceptance) to JSPS via their Institutions.

These forms should be submitted after Fellows and Hosts have read and agreed to the terms and

conditions stipulated in these Guidelines and decided upon a date for Fellows to come to Japan to start

their fellowships. The date of arrival stated in Form A-2 does not need to be the same as one written in

the initial fellowship application.

Forms A-1 and A-2 must be received by JSPS within 60 days of the date that the Award Letter was

issued. If Fellows will start their fellowship within 60 days of the date their Award Letter was issued,

the original copies of these two forms must be submitted to JSPS at least one day before the fellowship

starts.

JSPS will not award the fellowship to persons who fail to submit a PhD diploma or other

documentation to certify the date of their PhD award.

(2) Submission of PhD Diploma or Other Documentation (to certify the date of PhD award)

[Fellows, Hosts, Institutions] *For Short-term, Standard and Pathway Fellows

① Standard and Pathway Fellows

Fellows under the Standard and Pathway fellowships must hold a doctoral degree at the time their

fellowships start. To show that they have the degree, Fellows must submit either document (a) or (b)

below to JSPS via their Hosts or Institutions within 60 days of the date that their Award Letter was

issued.

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(a) Copy of PhD diploma (b) Original of degree certificate Fellows who are scheduled to receive a doctoral degree but cannot submit document (a) or (b)

within 60 days of the date the Award Letter is issued must submit a document from the university certifying the date that the doctorate will be awarded. Then, submit document (a) or (b) as soon as the doctoral degree is received.

Even when a certifying document is submitted, if document (a) or (b) is not submitted by the

day before the fellowship starts, the fellowship will be cancelled as a withdrawal by the candidate.

② Short-term Fellows

1) Copy of diploma/Original of degree certificate Fellows under the Short-term fellowship must either hold a doctoral degree at the time their

fellowship starts or be scheduled to receive one within two years from the date that the fellowship starts. As stipulated in Chapter “III. FINANCIAL PROVISIONS,” the amount of monthly allowance will differ based on whether Fellows have received a doctoral degree (PhD holder) or have not received one (non-PhD holder).

i) Fellows who are scheduled to receive a PhD degree by the day before the fellowship starts (PhD Holder) The procedure for submitting the documents is the same as for above ① Standard and

Pathway Fellows.

ii) Fellows who are NOT scheduled to receive a PhD degree by the day before the fellowship starts (Non-PhD Holder) They are to submit one of the following documents. If NOT submitted, Fellows will be

considered to have withdrawn from the fellowship. ➢A document from the university certifying the date a PhD degree is scheduled to be

awarded (original) ➢Certificate of doctoral course enrollment (original) ➢Document written and signed by the Fellow’s academic advisor stating that s/he is

scheduled to receive a PhD degree within two years from the fellowship starting date (original)

Even if Fellows submit the above-noted document (a) or (b) after their fellowship has started, JSPS will NOT change their monthly allowance amount throughout their tenure.

2) A document that confirms the Fellow’s permanent residence in a European or North

American country [For relevant Fellows] For Fellows in the “Short-term” Fellowship Program who had nationality in a country other

than those listed in the application guidelines at the time they submitted their application, please submit a copy of your permanent residence card or equivalent document showing that you have permanent residence in that country to JSPS right away after receiving your Award Letter. The Fellowship will be cancelled if the Fellow’s eligibility is not verified due to failure to submit the requested document.

③ Notes: ・ JSPS begins processing the payment of Fellows’ initial allowances after verifying their

PhD acquisition status from their diploma or other documents. ・ JSPS will not award the Fellowship to persons who fail to submit a PhD diploma or other

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document to certify the date of their PhD award.

・ Under the JSPS program, the date of degree award is the date that the issuing university

awarded the degree. It is not the date that Fellows orally defended their dissertation (viva

voce) or completed a doctoral course.

・ Fellows who are nominated by a JSPS overseas counterpart organization and have submitted

document (a) or (b) at the time they applied for the fellowship do not need to submit the

document to JSPS.

・ If it should be determined that the date of a Fellow’s PhD award falls after the starting date of

the fellowship, YOU should notify JSPS right away, as research under the fellowship will not

be allowed to start.

・ If the documents Fellows submit are written in a language other than Japanese or English, they

are to be accompanied by a Japanese or English translation.

・ Contact JSPS if YOU have a question as to whether or not the documents in your possession

are recognized as the required documents.

(3) Changing Fellowship Starting Date [Fellows, Hosts, Institutions]

Fellows must start their tenure during the period of 30 days before or after the date in Form A-2. If,

however, due to an unavoidable reason, Fellows should want to start their tenure outside this period,

contact JSPS for instructions. There are cases when Fellows are asked to submit a letter giving the

reason for changing their starting date to JSPS via their Institutions.

(4) Resident Status [Fellows, Hosts, Institutions]

All Fellows must possess a valid passport issued by their country of nationality and a proper visa as

necessary. The visa shows that Fellows have permission to enter and stay in Japan. Fellows must go to

a Japanese Embassy or Consulate to obtain a visa before leaving for Japan.

Fellows should receive “landing permission” at the immigration window of their port of entry into

Japan when they show their proper visa.

If Fellows submit a Certificate of Eligibility when applying for their visa, the Japanese Embassy or

Consulate will be able to process the visa faster than when applying without one.

Before leaving for Japan, Fellows must obtain a visa that coincides with the purpose and length

of their stays in Japan. Hosts and Institutions are asked to refer to Appendix A and assist Fellows

in applying for and obtaining a proper visa. Please note that JSPS is not in a position to answer

inquires or make an arrangement regarding visa applications for Fellows and their family

members.

Fellows are recommended to obtain a “Professor” or “Researcher” visa status. To check which

of these two statuses is applicable to you, please consult the Immigration Bureau’s homepage.

The chart below outlines the procedure for obtaining a visa.

A. Hosts apply for Certificate of Eligibility D. Fellows apply for visaB. Certificate issued E. Visa issued C. Hosts forward Certificate to Fellows

In Japan Outside Japan

Immigration Bureau or ConsulateFellows

Hosts(Institutions)

A

B

D

E

CEmbassy

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(5) Application for Air Tickets [Fellows] *For ETH-nominated Strategic, Short-term, Standard

and Pathway Fellows

Fellows are to follow the instruction “Air Ticket Application Information” issued by JSPS’s

designated travel agency, and apply to the agent’s office for an air ticket no later than 40 days prior

to their intended date of arrival in Japan. After receiving Fellows’ request, the travel agency will

contact them when the ticket is ready.

Note that JSPS’s regulations prevent us from reimbursing Fellows for tickets that they purchase

themselves.

Read Chapter III “4. AIRFARE” before applying for an air ticket.

JSPS does not provide air tickets to Fellows nominated by NSF or DST/INSA under the Strategic

fellowship, nor does it arrange tickets for them. They should book and pay for their air tickets to and

from Japan.

(6) Submission of Form 1 (Fellowship Commencement and Initial Allowance) and Form 3 (Notice

of Bank Account) [Fellows, Hosts]

Fellows and Hosts are to confirm in advance the way in which Fellows will receive their initial

allowances.

JSPS will remit the Fellows’ initial maintenance and other allowances to either a bank account

opened by Fellows in Japan or the Hosts’ bank account.

① When Fellows already have a Japanese bank account

If Fellows wish to have their initial allowances remitted into a bank account they have opened in

Japan, indicate so in Form 1 (Fellowship Commencement and Initial Allowance) and submit it

along with Form 3 (Notice of Bank Account) via Hosts so that it reaches JSPS at least one month

prior to their fellowship starting date. On Form 1, indicate the Japanese bank account into which

the Fellow wants the allowances to be deposited.

If Fellows already reside in Japan when submitting Form 1, it is not necessary for them to enter

the name of the arrival airport or flight number on the form. They should submit Form 3, entering

the bank account in Fellows’ own name, and be sure to attach a copy of the first page of their

bankbook (reverse side of front cover) containing the account number.

② When Fellows don’t have a Japanese bank account

If Fellows do not have a Japanese bank account, they will need to open one upon arrival in Japan.

In this case, Fellows must submit Form 1 through their Hosts so that it reaches JSPS at least one

month prior to their fellowship starting date. If Fellows are awarded an ETH-nominated Strategic,

Short-term, Standard or Pathway fellowship, they should make their flight reservations before

submitting Form 1.

i) Having the initial allowance payment remitted into Hosts’ account

☆Recommended☆

Fellows may ask to have their initial allowance remitted into their Hosts’ bank account

prior to their arrival in Japan. In this case, indicate so on Form 1 and submit it along with

Form 3 in their Hosts’ name so that it reaches JSPS at least one month prior to their

fellowship starting date.

Fellows will receive their initial allowances from their Hosts along with a RECEIPT. After

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checking the amount of money deposited against the RECEIPT, sign the RECEIPT and send

the original to JSPS, a copy of which is retained by Hosts.

Upon arrival in Japan, Fellows should open a Japanese bank account right away and

resubmit Form 3 in their own name. The second and ensuing allowances will be remitted

to Fellows’ bank account after JSPS has received the signed RECEIPT for the initial

remittance.

ii) When having the initial allowances remitted into Fellows’ own bank account in Japan

If Fellows want to have their initial allowances remitted into their own bank account,

indicate so in Form 1 and submit it to JSPS at least one month prior to the fellowship starting

date. Then, Fellows should open their own bank account in Japan right away upon arrival in

Japan and submit Form 3 in their own name. Be sure to attach a copy of the first page of

your bankbook (reverse side of front cover) containing the account number).

It will take at least 2-3 weeks to open the Fellows’ own bank account after arriving in

Japan. It will take about three more weeks after JSPS receives Form 3 to remit to the

allowances to the account. Therefore, if Fellows are not going to bring sufficient funds to

cover their initial expenses, it is recommended that they have the initial allowances

remitted into their Hosts’ account prior to their arrival in Japan.

Note: As the allowances that JSPS pays Fellows are not considered to be salary or remuneration, it

can be difficult for JSPS Fellows to obtain a credit card in Japan. Those Fellows who may need

a credit card to attend conferences or for other purposes during their tenure are recommended

to bring an internationally recognized one with you to Japan.

(7) Research Grant [Hosts, Institutions]

① For Standard and Pathway Fellows only

A Grant-in-Aid for JSPS Fellows (Tokubetsu Kenkyuin Shorei-hi (Kakenhi)) is available to support

Fellows’ cooperative research. As it is the Hosts who apply for this grant, Fellows should consult

with them regarding its use based on the Fellows’ submitted research plan.

For the Grant-in-Aid program outline and procedures, see Chapter “V. GRANT-IN-AID FOR JSPS

RESEARCH FELLOW.”

② For Strategic Fellows and Short-term Fellows only

Hosts are eligible to apply for a research support allowance. For the program outlines and

procedures, see Chapter “VI. RESEARCH SUPPORT ALLOWANCE.”

(8) Refusal of the Fellowship [Fellows, Hosts, Institutions]

If Fellows must refuse to accept their fellowships for unavoidable reasons, they should immediately

submit Form 10 (Refusal to Accept Fellowship) to their Hosts, who will confirm the form’s content

and submit it to JSPS via the Institutions.

Fellows awarded a fellowship through a nominating authority should also immediately inform the

nominating authority, stating the reason for their refusal.

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3. POST-ARRIVAL PROCEDURES

(1) Submission of Form 2 (Notice of Fellowship Commencement) [Fellows, Hosts, Institutions]

Fellows and Hosts should submit Form 2 (Notice of Fellowship Commencement) along with a clean

copy of the Fellow’s passport that clearly shows his/her name (etc.) in the entry fields, visa stamp, and

landing permission stating the date of entry. The form must be submitted within one week after the

Fellows’ arrival in Japan. Fellows who have been staying in Japan before the commencement date of

the Fellowship must also submit a copy of their residence card. If this form is not received on time,

JSPS will not be able to make the second allowance remittance, nor will it be able to enroll the

Fellow in the Overseas Travel Insurance Policy. Therefore, be sure that Form 2 is submitted on time.

(2) Submission of Form 3 (Notice of Bank Account) [Fellows, Hosts]

JSPS remits the second and subsequent allowances into Fellows’ own bank account. Therefore, those

Fellows who do not yet have a bank account in Japan are requested to open one as soon as they get

settled in. Register and receive a resident card first at a municipal office, then go to a bank with the

registered resident card to open a bank account. It may take longer than expected to open a bank

account in Japan. It is strongly recommended that you bring an extra amount of money with you so as

to be prepared for delayed allowance remittance due to an account opening problem.

Form 3 containing the Fellows’ bank account information should be submitted via Hosts. Be sure to

attach a copy of the first page of the Fellow’s bankbook (reverse side of front cover) containing

the account number.

(3) Procedures at Municipal Office [Fellows]

Fellows should carry out the following three administration procedures at the municipal office of

their city (shi), ward (ku), town (machi) or village (mura). Fellows should also inquire at the municipal

office as to whether there are any procedures required before they leave Japan.

Fellows are advised to ask their Hosts, Institutions or a Japanese colleague to accompany them

when they go to the municipal office, as its staff may not speak English.

① Residence Card

Japan’s residency management system applies to all foreign nationals residing legally in Japan for

a mid- to long-term period. Fellows with visa status of longer than three months come under this

system. (Stays of three or fewer months are excluded.)

A “residence card” will be issued to Fellows at the immigration inspection window of their port of

entry. Fellows must take the card to the ward, city or town office where they will reside and notify it

of the address of their residence within 14 days from the day that their residence is decided.

While in Japan, Fellows are required to carry the residence card with them at all times, in place of a

passport. When opening a bank account, Fellows may be asked to show this card as identification. At

the end of the Fellows’ tenure, their residence card must be returned to the immigration officer at the

airport when leaving Japan.

*For more information on this system, please check the Immigration Bureau’s website.

(URL: http://www.immi-moj.go.jp/english/index.html

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② National Health Insurance

Though Fellows will be covered under JSPS’s Overseas Travel Insurance, by law they must also

join the National Health Insurance Program, which obligates people who come from other countries

and will remain in Japan for more than three months to join this program. Under the national system,

people are required to bear 30% of the cost of treatment. Depending on the illness, that 30% may be

covered under the JSPS policy.

After registering your residence card at the municipal office, apply for the National Health

Insurance at the designated counter of the same municipal office. As the allowances paid under

the JSPS fellowship programs are not considered to be salary, Fellows may apply for a reduction in

the insurance premiums.

*For more information on National Health Insurance, please inquire at the insurance section

of the city, ward, town or village office where Fellows reside.

③ National Pension System

Foreign nationals between ages 20 and 60 who have an address in Japan and have a residence

status of longer than three months must join the National Pension System, pursuant to the National

Pension Act. A pension book is issued when Fellows join the program, and they may be able to

receive a basic disability or survivor pension.

After registering your residence card at the municipal office, apply for the National Pension

at the designated counter of the same municipal office. Since the allowances that Fellows receive

under the JSPS fellowship are not pay (income), Fellows may apply for the insurance premium

exemption and payment suspension system based on a lack of income. In addition, there is a

lump-sum payment system that allows you to redeem a percentage of your paid premiums when you

withdraw from the program early (when you leave Japan).

Japan has concluded social-insurance agreements with various countries to prevent overlapping

enrollment and to merge pension-enrollment periods. Fellows must decide in advance whether they

will use this system, as processing must be carried out by the agency with jurisdiction over the

pension system in their home country.

*For details and latest information on this system, please check the below website.

Japan Pension Service: https://www.nenkin.go.jp/international/index.html

(4) Visa Extension and Application Documents [Fellows]

① Visa extension

The authorized period of Fellows’ stay and their assigned visa status are entered in their passport

by the Immigration Officer when they arrive at the airport in Japan. If their fellowship tenure should

go beyond the date of the authorized period of stay, Fellows must apply for an extension at a local

Immigration Office.

Fellows should make their application for extension no later than the expiration date of their

authorized period of stay. Applications are normally accepted from about three months prior to the

expiration date. Fellows are advised to ask their Hosts, Institutions or a Japanese colleague to

accompany them when they go to the Immigration Office. Fellows must take personal

responsibility for processing the extension. Ask the Immigration Office for instructions in

advance so as to be prepared to apply for the extension.

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② Application documents for extension

Generally, Fellows will need to take the following documents with them to the Immigration Office

when they apply for an extension:

(a) A copy of the Award Letter and Certificate of Financial Support from JSPS*

(b) Their bankbook

(c) A document written by their Host stating the Fellow’s fellowship period, Institution, and

research theme. (See example in Appendix C.)

(d) The Fellow’s passport and resident card, and the Program Guidelines (this booklet)

*If asked for the Award Letter and Certificate of Financial Support, submit copies of them.

Take the originals with you just in case.

4. PRE-/POST-DEPARTURE PROCEDURES UPON COMPLETION OF THE FELLOWSHIP

(1) Applying for Air Ticket [Fellows]

① ETH-nominated Strategic, Short-term and Standard Fellows

Fellows must apply to JSPS’s designated travel agency for their return ticket before the deadline

stated in the booklet “Air Ticket Application Information.” Follow the agency’s instructions to get

your return ticket. Note that JSPS cannot pay for an air ticket applied for after Fellows’ tenure

has expired. The travel agency is the same agency that booked your flight to Japan. Please refer to

Chapter III “4. AIRFARE” and the booklet “Air Ticket Application Information.”

If Fellows should decide to leave Japan before their fellowships expire, they must inform JSPS

immediately. (See Chapter IV “1. SHORTENING THE FELLOWSHIP TENURE.”)

② NSF or DST/INSA-nominated Strategic Fellows

Air tickets for coming to and returning from Japan are not provided, nor are they arranged under

this program. Accordingly, these Fellows must book and pay for their return ticket on a flight on or

after the date that their tenure ends. However, if your departure date should come before your

initially scheduled fellowship expiration date, be sure to notify JSPS immediately.

③ Pathway Fellows

As Pathway Fellows are scheduled to be employed full-time at Institutions after their

fellowship ends, a return ticket is NOT provided them as a rule. If it becomes necessary to leave

Japan at the end of their tenure, Fellows should notify JSPS in advance.

(2) Submission of Form 6 (Notice of Fellowship Completion (Shortening)) [Fellows, Hosts,

Institutions]

Hosts are requested to submit Form 6 (Notice of Fellowship Completion (Shortening)) to JSPS via

their Institutions no later than two weeks after the expiration of the fellowship.

If Fellows secure new employment or another fellowship after their tenure ends, JSPS may require

them to submit a document certifying whether they will receive payment from their new employer

equivalent to cost of a return ticket. (Refer to Chapter IV “1. SHORTENING THE FELLOWSHIP

TENURE.”)

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(3) Submission of Form 7 (Research Report (by Fellow)) and Form 8 (Research Report (by

Host)) [Fellows, Hosts, Institutions]

Within one month of the completion of their fellowship tenure in Japan, Fellows must submit Form 7

(Research Report) to JSPS via their Institutions. Simultaneously, Hosts must submit Form 8 (Research

Report). Both Forms 7 and 8 may be written in either English or Japanese. The Fellow’s research title

may not be changed.

When writing a report, follow the “Notes for Writing the Research Report” contained in the report

form. If the outcomes of research related to JSPS fellowship programs are highly appraised, please

inform JSPS. (This includes publications of coauthored papers in academic journals, coverage of

research activities/results in newspapers or other media, and awards for research

activities/achievements.)

(4) Continuous Stay in Japan after Expiration *For ETH-nominated Strategic, Short-term and

Standard Fellows

To receive a return ticket, Fellows are obligated to leave Japan on the last day of their tenure. If,

however, Fellows must temporarily (no more than two months) extend their stay in Japan after their

fellowship expires to conclude their research, JSPS may provide them with a return ticket from Japan.

As the application for this extension must be submitted to JSPS, Institutions should inform JSPS about

the reason for and period of the extension by email in advance. In return, JSPS will send an application

form to the Institutions. Applications will not be accepted if submitted after the fellowship

expiration date.

Note that, except for providing their return ticket, JSPS takes NO responsibility for Fellows,

including insurance coverage, during the extended period.

If Fellows should wish to extend their stay beyond two months for job hunting or other purposes or if

another organization will provide them with a return ticket or cover the ticket cost, the Fellows’

extended stay and return will fall outside the framework of the JSPS fellowship program.

Note that in such cases JSPS takes NO responsibility for Fellows, including their return ticket

and insurance coverage. If their return ticket has been issued, it will be cancelled and they will

be charged for any cost incurred by the cancellation.

(5) Submission of Feedback on Fellowship Program [Fellows, Hosts]

Fellows nearing the end of their tenure and their Hosts are asked to fill out an online questionnaire,

which will be used to gauge the performance of services provided and to improve the JSPS fellowship

program.

The questionnaire is divided into two parts, one for Fellows and the other for Hosts to fill out. Please

choose the appropriate webpage and answer the questions.

Japanese and English (for Hosts): https://www.jsps.go.jp/j-fellow/j-fellow_14/peq.html

English (for Fellows): https://www.jsps.go.jp/english/e-fellow/peq.html

(6) Application for Certificate [Fellows]

As a rule, JSPS does not issue documents to certify the fellowship status of former or current Fellows.

When Fellows need documentation in such cases as applying for a visa extension or proving that they

were awarded a JSPS fellowship or that they received allowances from JSPS, they should use copies

of their Award Letter or Certificate of Financial Support, or ask their Institutions to prepare the

necessary documents. (See Appendix C for an example of a certificate that may be prepared by

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Institutions.)

The only exception to this rule is when Fellows require a certificate to apply for a job after the

completion of their fellowship. If deemed appropriate, JSPS may issue a certificate.

To apply for a certificate, Fellows should fill out Form 11 (Application for Certificate) stating the

reason they need the certificate and where it is to be sent, and submit it to JSPS with an enclosed

return-addressed, stamped envelope (Japanese stamp or international reply coupon only) at least two

weeks prior to the date the certificate is needed. If the amount of postage is insufficient, the certificate

will not be issued.

The certificate cannot be sent by email, fax or PDF due to privacy requirements.

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JSPS’s financial provisions described below are not subject to negotiation. JSPS does not provide any

support for dependents.

If Fellows or Hosts should fail to observe these provisions, JSPS may stop related payments.

Allowances

(etc.) Recipients

Postdoctoral Fellowships for Research in Japan

Strategic

Short-term

Standard

*2

Pathway DST/INSA-

nominated

NSF-

nominated

ETH-

nominated

Monthly

allowance

Fellows

¥362,000 ¥200,000 ¥220,000 ¥362,000 for PhD

¥200,000 for non-PhD ¥362,000 ¥387,600

Settling-in

allowance*1

(fixed)

(fixed) (fixed) (fixed)

¥100,000 ¥200,000 ¥200,000 ¥200,000

Airfare*1

(Air tickets)

Ticket Ticket Ticket Ticket

Overseas

Travel

Insurance

See III “5. OVERSEAS TRAVEL INSURANCE”

*1 These allowances are paid only to those Fellows meeting the eligibility requirements.

For reference, see “3. SETTLING-IN ALLOWANCE” and “4. AIRFARE.”

*2 Separate from the above, JSPS will cover Fellows’ travel expenses to attend its orientation for

newly arriving Fellows and other official JSPS meetings. The amount to be paid is as stipulated in

JSPS rules.

1. NATURE OF FINANCIAL SUPPORT

JSPS provides Fellows with maintenance and other allowances to cover the cost of their stay and travel

for the purpose of carrying out research activities in Japan.

The fellowship does not constitute employment nor are the allowances considered to be pay or

remuneration. Therefore, allowances under the fellowship are not subject to Japanese income tax.

The National Tax Agency recognizes this tax-exempt status as follows:

As the maintenance and other allowances provided by JSPS to researchers are not

employment-based wages, they are not subject to withholding tax. In addition, as these allowances

take the form of travel expenses required to support the researchers’ stays in Japan and are limited to

covering actual expenses, they are exempted from taxation.

III. FINANCIAL PROVISIONS

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2. MAINTENANCE ALLOWANCES

JSPS provides maintenance allowances to cover living expenses and domicile costs related to Fellows’

stay in Japan for the purpose of carrying out research activities in collaboration with their Hosts.

(1) Amount of Maintenance Allowances

Based on “III. FINANCIAL PROVISIONS,” the total amount of maintenance allowances paid during

fellowships will be a fixed amount per month (varying by program) × number of months of tenure.

This may not apply, however, if Fellows shorten their tenure.

For Short-term Fellows, the amount of the monthly maintenance allowance differs between

PhD holders and non-PhD holders. All Fellows are to submit documents by no later than their

departure to Japan on whether they have already received a PhD degree or, if not, when they are

scheduled to receive one. See Chapter II-2 “(2) Submission of PhD Diploma or Other

Documentation (to certify the date of PhD award).” JSPS decides the amount of allowance to be

provided based on the submittal of these degree documents by the deadline. Once decided, the

amount will NOT be changed throughout the Fellows’ tenure.

(2) Payment of Maintenance Allowance and Date of Remittance

As a rule, allowances are remitted monthly at the end of the preceding month.

The initial allowance for three months will be paid by remittance after JSPS receives Form 1

(Fellowship Commencement and Initial Allowance) and Form 3 (Notice of bank Account). For detailed

information, check the letter that JSPS sends to Hosts prior to making the remittance.

The second allowance is remitted into the Fellows’ bank account after JSPS receives Form 2 (Notice

of Fellowship Commencement) and Form 3 (Notice of Bank Account (Fellows’ account)) with a copy

of the first page of the Fellow’s bankbook (reverse side of front cover) containing the account number

and RECEIPT (if the initial allowance is remitted to the Host’s account). JSPS does not inform Fellows

of the date of remittance by letter.

In all fellowship programs, the Fellows’ allowances for the first and last months of their tenure are

remitted based on whether they arrived on or before the 15th or on or after the 16th of the month. (See

the following examples.)

<Examples>

*Fellows arriving in Japan on or before the 15th of the month:

JSPS provides the full allowance for the first month but none for the last month.

*Fellows arriving in Japan on or after the 16th of the month:

JSPS provides half of the monthly allowance in the first month and half in the last

month.

Note:

Changes in JSPS’s budgetary and accounting systems may cause the above-noted dates and

amounts of allowances to be altered without prior notice.

Caution:

Fellows are responsible for managing the funds remitted into their account. Even if Fellows should run

out of money, JSPS will NOT entertain requests for an advance on their next allowance.

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3. SETTLING-IN ALLOWANCE

*For NSF-nominated Strategic Short-term, Standard and Pathway Fellows

The settling-in allowance is paid upon the Fellows’ arrival in Japan to cover costs of shipping personal

belongings.

This allowance is made in a single payment. It is paid along with the initial monthly allowance.

However, it is not paid in the following cases.

① If JSPS judges that Fellows were already residing in Japan for such purposes as study, work

or other personal reasons before the fellowship starting date.

② If the Fellow’s tenure is less than three months (for Strategic and Short-term Fellows).

4. AIRFARE

To cover their travel to and from Japan, Fellows are provided air tickets. The type of ticket depends on

each program. For details, see the above allowance payment table and refer to the “Air Ticket

Application Information” guide for a specific program.

(1) Conditions for Payment

① ETH-nominated Strategic, Short-term and Standard Fellows

JSPS provides air ticket from the major international airport nearest to the place (see below

options) to the nearest airport to the Institution in Japan by way of the most direct and economical

route. Fellows are not given a choice of the airline to be used.

(a) The institution to which Fellows were affiliated at the time of application

(b) The home address stated in Fellows’ fellowship application

(c) A major city within the Fellows’ country of nationality

(d) The institution where Fellows are scheduled to work after their tenure ends (return

ticket only)

An air ticket to Japan will not be provided for Fellows residing in Japan before the starting

date of their fellowship.

② NSF or DST/INSA-nominated Strategic Fellows

JSPS does not provide Fellows with airfare either to or from Japan, nor does it arrange or

provide air tickets. They are to arrange their own return tickets to use on or after the date that their

tenure ends.

If, however, Fellows should decide to leave Japan before the originally scheduled date of the

end of their tenure, they are to contact JSPS immediately.

③ Pathway Fellows

As Fellows should be scheduled to receive full-time employment at their Institutions after

their tenure ends, in principle a return ticket is NOT provided to them. Their ticket to Japan is

handled in the same way as in Paragraph ① above.

(2) Method of Ticket Provision *For Short-term, Standard and Pathway Fellows

Fellows are provided tickets using a prepaid ticket advice (PTA) method. JSPS’s travel agency

prepays the ticket that Fellows will receive later. Fellows wishing to have their ticket prepared should

submit an application to the travel agency before the deadline stipulated in the “Air Ticket

E22

Application Information” guide enclosed with their Award Letter. After the travel agency receives

the application, the ticket will be issued to Fellows about 2-4 weeks before leaving for and departing

from Japan.

If Fellows should wish to change or cancel their travel itinerary after receiving their air ticket,

they must do so through JSPS’s designated travel agency. Fellows must pay any extra charge

incurred by changing or canceling their flights.

(3) Notes: *For ETH-nominated Strategic, Short-term, Standard and Pathway Fellows

JSPS does NOT cover airfare if it judges any of the following conditions to exist, with the

exception of circumstances such as a natural calamity that cannot be avoided.

① If Fellows do not use the ticket provided. (In case the ticket is cancelled by Fellows, they are

required to pay the cancellation fee.)

If the cost of the ticket increases because Fellows changed the route from that specified in

Paragraph (1) ① above, they will be required to pay the additional charge.

② If Fellows do not submit an air ticket application to JSPS’s designated travel agency by the

deadline specified in Paragraph (2) above.

③ If Fellows purchase their own ticket.

④ If another organization provides the Fellows’ ticket or pays their airfare.

⑤ If for study, employment or other reason, Fellows are judged by JSPS to have been residing in

Japan before the date that their Award Letter was issued.

⑥ If Fellows arrive in Japan before their tenure starts.

⑦ If after their fellowship ends, Fellows continue to stay in Japan without observing the

provisions in Chapter II-4 “(4) Continuous Stay in Japan after Expiration” (return ticket).

⑧ If Fellows secure employment in Japan after their tenure ends (return ticket).

⑨ If Fellows have an unpaid reimbursement due to JSPS (return ticket).

⑩ Other cases when JSPS judges the provision of the air ticket to be inappropriate.

5. OVERSEAS TRAVEL INSURANCE

JSPS provides Fellows with pre-paid overseas travel insurance, which covers medical costs for injury

or sickness during the tenure.

For details concerning the policy and the procedures, refer to the enclosed insurance description “A

Guide to the Insurance Policy for JSPS Fellows” provided by the designated insurance company or

contact the insurance agent noted in the Guide or the insurance company directly.

This insurance will become invalid if Fellows remain in Japan after the end of their tenure.

6. REIMBURSEMENT

If JSPS judges that it has overpaid Fellows’ allowances due to a shortening of their tenure or other

reason, Fellows will be required to reimburse the overpaid amount. A “Request for Reimbursement”

will be sent to Hosts via email.

When making a reimbursement, do so as soon as possible. Hosts and Institutions are responsible

to see that Fellows make their reimbursements before leaving Japan.

So as to prevent the need to make reimbursements, Hosts and Institutions should maintain daily

contact with Fellows, particularly with regard to their fellowship tenure and allowances as

stipulated in Chapter I-4-(2)-⑦, I-4-(3)-⑧.

When making a reimbursement, Fellows must pay all of the transfer fees (both domestic and

international handling charges). If Fellows wait to make the reimbursement until returning home, these

fees will be larger (more than ¥2,500). Therefore, remittance should be made before leaving Japan.

E23

IV. CHANGES DURING FELLOWSHIP TENURE

If a change in the Fellow’s tenure, Host or Institution should occur, the Host must consult with

Institutions regarding procedures that may need to be taken to adjust the research grant. (Please refer to

Chapter “V. GRANT-IN-AID FOR JSPS RESEARCH FELLOW.”)

1. SHORTENING THE FELLOWSHIP TENURE [Fellows, Hosts, Institutions]

If Fellows must shorten their fellowship tenure for an unavoidable reason, they must inform

their Hosts and JSPS in advance and submit Form 6 (Notice of Fellowship Completion (Shortening))

through Institutions.

In this case, Fellows may be required to reimburse JSPS the amount of allowances rendered

inapplicable by the change in tenure. (Refer to Chapter III “6. REIMBURSEMENT.”) If Fellows are

required to reimburse JSPS for already-paid allowances but haven’t done so, they will NOT be issued a

return ticket until the reimbursement is made.

If Fellows shorten their tenure for the purpose of starting new employment, they may be asked to

provide a written document stating whether money equivalent to the price of a return ticket will be

provided by their new employer. Follow JSPS’s instructions in this case.

If Fellows wait to make the reimbursement until returning home, these fees will be larger (more than

¥2,500), so the remittance should be made before leaving Japan.

2. EXTENDING THE FELLOWSHIP TENURE [Fellows, Hosts, Institutions]

*For Standard and Pathway Fellows

The fellowship is awarded for a period of from 12 to 24 months. In cases when the initial tenure is less

than 24 months, an extension of up to a total of 24 months may be approved if JSPS deems it necessary

to carry out the research.

Eligible Fellows who desire an extension should consult with their Host and submit an application for

extension to JSPS through the Host and the head of the Institution. The application form can be obtained

from JSPS. The application should be submitted at least three months prior to the expiration of the

Fellows’ current fellowship. If an extension is applied for later than three months prior to the

fellowship’s expiration, it will not be approved.

Extensions should be for the minimum period required to complete the research. JSPS may shorten the

requested period of extension due to budget constraints. An extension may only be applied for ONCE.

Those Fellows who were awarded fellowships through a nominating authority and wish to extend their

tenure may also need to notify the nominating authority in advance for permission to do so. Please

contact JSPS for details.

Strategic and Short-term Fellows cannot extend their fellowships beyond the initially approved

tenure period.

E24

3. LEAVING FOR CHILD BEARING AND/OR INFANT NURSING [Fellows, Hosts,

Institutions]

As a rule, Fellows are to devote themselves to their research at Institutions. However, to promote equal

gender participation in society and to provide an environment that makes it easy for Fellows to bear and

raise children, JSPS allows them to suspend their tenure when child bearing and/or infant nursing would

make it difficult for them to concentrate on the research. In such cases, the following policy applies.

(1) Eligible Fellows

Female Fellows who give birth during their tenure are eligible, as are male Fellows whose wife gives

birth. If desired, the fellowship may be suspended to nurse an infant up to the age of one year.

(2) Period and Number of Fellowship Suspensions

The fellowship may be suspended from six weeks prior to the date of expected delivery to one year

after childbirth. This makes the maximum period of leave 15 months. Fellows’ leave is approved in

one-month units from the first to the last day of each month. In principle, this leave will only be

granted once per child.

Example: Initial fellowship tenure from 1 September 20AA to 31 August 20CC

Period of maternity leave from 1 September 20BB to 30 November 20CC, with

research restarted on 1 December 20DD.

4 5 6 7 8 9 10 11 12 1 2 3

FY20AA Do research

FY20BB Do research Suspend research

FY20CC Suspend research Do research

FY20DD Do research

(3) Release from Research Obligation

During the leave period, Fellows maintain their status but are released from the obligation to

concentrate on their research.

(4) Suspending Maintenance and Other Allowances

The Fellows’ maintenance and other allowances (Refer to Chapter “III. FINANCIAL

PROVISIONS”) will not be paid during the leave period.

(5) Suspending Overseas Travel Insurance

Fellows will NOT be covered by this insurance during the leave period.

(6) Application Procedures

① Applying for Maternity Leave

Fellows should consult with Hosts about suspending their fellowships for child bearing and/or

infant nursing. If Hosts judge that the suspension will not impede the execution of the Fellows’

research plan, they may submit Form 12 (Request for Maternity Leave) to JSPS via the head of the

Institution. When applying prior to childbirth, Form 12 should be submitted one month before the

start of maternity leave. Then, a birth certificate or other evidence of childbirth (a copy is

permissible) must be submitted soon after a child is born.

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② Changing the Period of Maternity Leave

If Fellows request a change in the period of maternity leave and Hosts judge that it will not impede

the execution of the research plan, Hosts may submit Form 13 (Request to Change Period of

Maternity Leave) to JSPS via the head of the Institution. It should be submitted one month before

the end of the leave period or one month prior to the end of the shortened leave period.

③ Recommencing the Fellowship

When the period of leave ends, Fellows are to restart their fellowships. At that time, Hosts should

submit Form 14 (Notice of Fellowship Recommencement) to JSPS via the head of the Institution. It

should be submitted one month before the end of the leave period.

4. TEMPORARY ABSENCE FROM JAPAN [Fellows, Hosts, Institutions]

The purpose of the JSPS fellowship is to support young researchers from other countries while

they conduct research under the guidance of Hosts during an uninterrupted stay at Institutions in

Japan.

There are cases, however, when JSPS permits Fellows to take a temporary leave of absence. In such

cases, JSPS does not negotiate any change in the conditions or number of allowed days set for

temporary absences. Note carefully that if a request for leave of absence is not submitted, postdated

or otherwise falsified, the fellowship may be cancelled and/or other stern measures taken against

Fellows.

(1) Conditions for Temporary Absence

Fellows may be permitted to take a temporary leave of absence under the following conditions.

(a) When it is necessary for them to be temporarily out of Japan for such purposes as

conducting surveys used in their research, presenting research results at an international

conference, or performing other activities necessary to achieving the objectives of their

research plan. (Such necessity must have been stated in the research plan of the initial

fellowship application.)

(b) For other reasons deemed necessary.

Fellows may request, but do not have the right to demand, temporary leave. Accordingly,

temporary leave should not be interpreted as “annual leave,” nor can it be used to move forward the

fellowship expiration date.

To facilitate JSPS’s processing of final allowances and other severance arrangements, Fellows

are NOT allowed to take leave during last 30 days of their tenure.

(2) Submission of Form 4 (Notice of Temporary Absence) and Form 5 (Report of Temporary

Absence)

JSPS must be informed in advance. Fellows wishing to take temporary leave must first obtain

their Hosts’ permission. Upon confirming the Fellows’ intention, Hosts fill out Form 4 (Notice of

Temporary Absence) and submit it to their Institution, which sends it (in PDF format) to JSPS via

email. In this way, JSPS’s permission is to be obtained at least two weeks in advance of the Fellows’

departure. Then, within one week after the Fellows’ return to Japan, Hosts are to submit Form 5

(Report of Temporary Absence) and a copy of the Fellows’ passport (showing the date of the re-entry

stamp) via their Institutions to JSPS.

Institutions are to keep count of the number of cumulative days of leave of absence taken by

Fellows.

E26

*In calculating the number of leave days, note that the days of departure and arrival in Japan

are also included. (Example: 1 July 20XX (leave Japan) –10 July 20XX (arrive in Japan): 10

days)

*Fellows should be sure to ask for an official to stamp their passport if they use the

automated gates at the airport.

Given the reason or period of the requested leave, there may be cases when JSPS requests a

written explanation as to whether or not it will impede the execution of the Fellows’ research

plan. When leave is urgently needed due to sickness or other unavoidable reasons, Hosts should

consult with JSPS right away.

(3) Maximum Length of Leave of Absence

The maximum number of cumulative leave days allowed for Fellows is shown below.

If the total number of days that a Fellow takes temporary leave from Japan exceeds the upper

limit specified in the table below, JSPS will judge the last day of departure from Japan to be the

ending date of the Fellowship.

Tenure (Original) Maximum leave days

13 or more months 150 days

From 9 up to 12 months 75 days

From 5 up to 8 months 30 days

Up to 4 months 15 days

Example:

The Fellow’s tenure in Japan was 4 months (the tenure starts from 1 April 20XX and ends on 31 July

20XX) and the total number of days in the first period of temporary leave was seven. The next period

of temporary leave had been scheduled to be 8 days (from 15 June to 22 June), but due to

circumstances the return date was actually 23 June. In this case, JSPS judges 15 June to be the ending

date of the Fellowship because the total number of days of the temporary leave exceeded the upper

limit of 15 days. Also, the Fellow will be required to reimburse the allowances that had been provided

for the period of 16-30 June.

5. CHANGING HOSTS OR INSTITUTIONS [Fellows, Hosts, Institutions]

(1) Purpose of Changing Hosts or Institutions

① For Strategic Fellows, Short-term and Standard Fellows

Fellows are awarded fellowships based upon the joint research plan with their Hosts, the prospects

of achieving the plan’s objectives, and an inspection of the Institutions’ setup for receiving Fellows.

As changing Hosts or Institutions are deemed to alter the basis for approving the joint research, such

requests are not granted as a rule. If JSPS deems it impossible or extremely difficult to achieve the

objectives of the initial research plan stated in the fellowship application form, the fellowship will

be canceled.

This policy notwithstanding, there are times when JSPS may judge a change of Hosts and/or

Institutions not to impede the progress of the joint research and grant permission for Fellows to

make the change. Such permission may be given for the following reasons:

(a) When Hosts become sick, die or are otherwise unable to continue the joint research.

(b) When Hosts transfer to another institution and Fellows transfer to the same institution.

E27

(c) When continuing the fellowship under Hosts and/or Institutions would render it

impossible or extremely difficult to achieve the objectives of the initial research plan

and changing one or both of them would make it possible to achieve those objectives.

② For Pathway Fellows

Fellows are awarded fellowships based on their prospects for being hired as full-time researchers at

Institutions in the future, and on their potential for advancing the institutions’ internationalization.

As changing Hosts or Institutions is deemed to alter the basis for approving the joint research

conducted under the fellowship and/or to affect Institutions’ treatment of Fellows, such requests are

as a rule not granted. If it should prove impossible for Fellows to achieve the research objectives

stated in their initial research plan or if the Fellows’ situation at Institutions should become

untenably difficult, their fellowship will be cancelled.

This policy notwithstanding, there are times when JSPS may judge a change not to impede the

progress of the joint research or the Institutions’ treatment of Fellows. In such cases, JSPS may

grant permission for Fellows to change only Hosts. Such permission may be given for the following

reasons:

(a) When Hosts become sick, die or are otherwise unable to continue the joint research

(b) When continuing the fellowship under Hosts would render it impossible or extremely

difficult to achieve the objectives of the initial research plan and changing Hosts would

make it possible to achieve those objectives.

(2) Procedure for Changing Hosts

① Procedures that current Hosts should carry out before changing Hosts

When Hosts consider it necessary for Fellows to change Hosts, they should first contact JSPS via

their Institution, and then send Form 9-1 (Request for Change of Host Researcher/Host Institution)

to JSPS via the head of the Institution. In the case of a change in the Host’s Institution, this form

should be submitted to JSPS via the head of the new Host’s Institution. When requesting a change of

Hosts a letter should be attached explaining the followings.

(a) Why changing Hosts will not impede the execution of the research plan.

(b) New Hosts’ familiarity with the subject research and suitability to carry it out.

(c) A profile of new Hosts and a list of their research results.

(d) A statement from new Hosts stating that they are willing to accept the Fellows.

② Procedures that new Hosts should implement

New Hosts are to submit Form A-2 (Notice of Acceptance) to JSPS via their Institutions before

changing Hosts.

(3) Changing Institutions

① For Strategic, Short-term and Standard Fellows

When Hosts transfer to other Institutions, they should contact JSPS and submit Form 9-1 to JSPS

via the head of the new Institution.

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② For Pathway Fellows

Fellows may not change their Institutions, even for the reasons stated above.

(4) Changing of Institutions’ Information

JSPS should also be contacted using Form 9-1, if the name of Institutions changes due to its

conversion to an “independent administrative institution” or other reasons.

(5) Procedures for the Host who has been transferred within the same Institution

Hosts should submit Form 9-2 (Notice of Change in Host Researcher’s Status within Host Institution)

to JSPS when their information has been changed due to circumstances such as:

- The Host’s department, positon or contact information has changed due to a promotion at the

same Institution

- The Host has changed his/her family name and uses that name at work.

If when transferring the Host has or plans to accept more than one fellow, a separate sheet should

be attached to Form 9-2 giving all the Fellows’ ID numbers and names along with a note on the

Host’s information change.

E29

V. GRANT-IN-AID FOR JSPS RESEARCH FELLOW *For Standard and Pathway Fellows Only

The “Grant-in-Aid for JSPS Research Fellow (Tokubetsu Kenkyuin Shorei-hi)” is to be used by Fellows

and their Hosts to carry out joint research during the period of the Fellow’s tenure. The application for the grant is made by Hosts. 1. APPLYING FOR A GRANT-IN-AID

JSPS distributes “Application Procedures” for the Grant-in-Aid program to Japanese research institutions at the end of January of each year. Hosts submit their applications to their institution, which compiles the applications and submits them to JSPS. Application submittal periods are provided within the fiscal year based on the timing of Fellow’s arrival in Japan. If a Fellow’s arrival in Japan will be delayed, notification of such is to be quickly given JSPS via the host institution.

The maximum amount of the grant differs by funding category and length of fellow tenure as shown in the chart below.

Funding Categories

Maximum amount of grant

Fellowship tenure: 24 months Fellowship tenure:12-23months

Lab research ¥2.4 million

(Up to ¥1.2 million per fiscal year) ¥1.2 million

Non-lab research ¥1.6 million

(Up to ¥ 0.8 million per each fiscal year) ¥0.8 million

Special research* ¥3.0 million

(Up to ¥1.5 million per fiscal year) ¥1.5 million

* The special category is for cases where a proposal submitted in the Lab research category requires additional research funding that exceeds the maximum grant amount. Only a small number will be funded.

For more details about the Grant-in-Aid for JSPS Research Fellow (Tokubetsu Kenkyuin Shorei-hi), please see the Application Procedures of the subject fiscal year.

URL: https://www.jsps.go.jp/j-grantsinaid/20_tokushourei/download.html 2. ELIGIBILITY FOR GRANT-IN-AID FOR JSPS RESEARCH FELLOWS

To apply for a Grant-in-Aid for JSPS Research Fellows, more than four months of the Fellow’s tenure must be in the first fiscal year. If the Fellow’s research continues into the next fiscal year, more than two months of tenure are required in that fiscal year. When a Fellow’s tenure is four months or less in the first fiscal year or two months or less in the next fiscal year, the grant cannot be used in those fiscal years. However, if a Fellow’s tenure is shortened and the grant used up at the time of his/her change-in-tenure notification, the grant will be forgiven as unavoidable. If, however, there is an unused part of the grant, it must be returned. (Please cancel your Grant-in-Aid after receiving the official grant-disbursal decision.)

If anything should be uncertain about the application or funding procedures for this Grant-in-Aid, please check with the below-noted JSPS offices via the administrative office of your host institution.

【Inquires】・About applying for Grant-in-Aid for JSPS Research Fellows

Research Aid Division I, Japan Society for the Promotion of Science Phone: 03-3263-0976, 1041, 0980

・About issuing of Grant-in-Aid for JSPS Research Fellows

Research Aid Division I, Japan Society for the Promotion of Science Phone: 03-3263-2146, 2148, 1870, 0164

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VI. RESEARCH SUPPORT ALLOWANCE *For Short-term and Strategic Fellows Only

This allowance is to be used by Fellows and Hosts to carry out their joint research during the period of

the Fellows’ tenure. Application for the allowance is made by Hosts. Adequate consultation should be

carried out between Fellows and Hosts as to the use of the allowance for conducting research or surveys.

The allowance is to be used to cover costs directly related to the implementation of the joint

research/surveys and compiling/reporting the results.

1. APPLYING FOR THE RESEARCH SUPPORT ALLOWANCE

Form 15 (Application for Research Support Allowance) needs to be submitted by Hosts to JSPS to

apply for this allowance. Form 15 must be submitted at least three weeks prior to the start of the

Fellows’ tenure. Hosts should contact JSPS in advance when this deadline cannot be met. JSPS does

not accept Form 15 after the start of the Fellows’ tenure.

This allowance may be applied for in an amount of up to ¥70,000 × number of months of tenure. Note

that the unit of payment is calculated based on ¥70,000 × an integer (whole number).

As a bank transfer notice is not issued, Hosts should verify whether the money has been remitted

into the bank account specified in Form 15.

2. MANAGING THE RESEARCH SUPPORT ALLOWANCE

Hosts are to entrust the management of this research support allowance to their Institutions, which

manage it as a “deposit” using appropriate accounting rules and entries.

However, only if this is not able to be done, JSPS will transfer the research support allowance to the

Hosts’ bank account. Note that it cannot be transferred to the same account used for Grants-in-Aid

for Scientific Research.

Check the “Rules of the Research Support Allowance Usage” in the next page and Institutions’

regulations; then, manage and execute this allowance accordingly.

Within one month after the Fellows’ tenure ends, Hosts must submit Form 16 (Research Support

Allowance Expenditure Report).

In addition, if there is unused allowance at the end of the Fellow’s tenure, it must be returned to JSPS.

Regarding the procedure for returning of the allowance, JSPS will contact the department in charge of

international affairs at the Institutions after receiving Form 16.

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Rules of the Research Support Allowance Usage Ⅰ GENERAL RULES

[Responsibilities of Fellows and Hosts] I-1 Fellows and Hosts should bear in mind that this allowance is funded by taxpayer money and use it

appropriately for pursuing the stated objectives of the JSPS Postdoctoral Fellowships. I-2 Interest accrued in the bank account shall be applied to carrying out the research or transferred to

the Institutions. Ⅱ USAGE PARAMETERS

[Fair and Efficient Usage of Research Support Allowance] II-1 Fellows and Hosts shall take care to spend these funds in an appropriate and efficient manner,

shall not use them for any other purpose, or violate any of the allowance usage rules. II-2 The following items may be purchased with this allowance.

(1) Consumables: Consumable supplies (2) Wages, etc.: Remunerations, wages or salaries of persons assisting in the research (The types

of functions they perform include data processing, experiment assistance, translation and editing, specialized knowledge provision, distributing and collecting questionnaires, gathering research materials, etc.)

(3) Travel expenses: ① Transportation and accommodations for Fellows and Hosts engaged in travel related to

the research (Per diem is not paid to Fellows.) ② Transportation for Fellows between the airport in Japan and Institutions when arriving in

or leaving Japan, and for Hosts when accompanying Fellows. (4) Other items needed to carry out the joint research (e.g., Outreach activities related to Fellows’

research topics, participating in conferences (Alcoholic beverages are NOT covered))

[Restrictions on Use of Funds] II-3 The following items may not be covered by the allowance:

(1) Facilities and equipment (2) Expenses for handling accidents and disasters that may occur during research (3) Remunerations, wages or salaries to Fellows and Hosts (4) Per diem to Fellows

[Combined Use of Funds]

II-4 When the research support allowance is used together with other funding for making a research trip or purchasing a unit of consumable supplies, a clear delineation must be made between the use of the allowance vis-à-vis the other funding.

[Deadline for Deliveries and Payments]

II-5 Project-related delivery of goods and provision of services must be concluded by the end of Fellows’ tenure. Related payments must be made by the due date of Form 16 (Research Support Allowance Expenditure Report) as stipulated in III-1 below.

Ⅲ REPORTING EXPENDITURES

[Deadline for Reporting Expenditures] III-1 Within one month after the Fellows’ tenure ends, Hosts shall report to JSPS using Form 16.

Ⅳ OTHERS

[Reimbursement of Unspent Funds] IV-1 If grant funds remain unspent when the Fellows’ tenure ends, they must be returned to JSPS.

[Keeping Related Documents]

IV-2 A ledger of allowance expenditures shall be kept along with receipts and other supporting documents. The ledger and documents are to be kept by Hosts and Institutions for five years after the Fellows’ tenure ends. The ledger and documents must be submitted for inspection by JSPS upon request.

APPENDIX A

＊以下は、必ずⅡ-1-(5)「在留手続」も参照した上でお読みください。

＊各手続は、完了までに約 1～3 か月程度要しますので、十分な余裕をもって開始してください。

＊様式その他の詳細及び最新情報については、最寄りの入国管理局に確認してください。

＊学振は研究員及びその家族の査証の取得手続には一切関与しません。

1.「在留資格認定証明書」の取得

「在留資格認定証明書」とは、入管法第 7条第 1 項第 2 号に掲げる入国のための条件に適合していること

の証明となる文書です。研究員が「在留資格認定証明書」を用いて現地の日本大使館又は領事館に査証（ビ

ザ）発給の申請を行った場合は、在留資格の該当性及び上陸許可基準の適合性に係る審査が既に終了してい

るとみなされ、短期間のうちに査証が発給されます。ただし、「在留資格認定証明書」は、査証の自動的な

発給を保証するものではありません。

受入研究者は、まず、「在留資格認定証明書」の必要の有無について、受入研究機関及び最寄りの入国

管理局に確認してください。必要となった場合、交付申請に必要な書類については、すべて受入研究者又

は受入研究機関が用意した上で、最寄りの入国管理局に提出してください。また、取得後は、必ず研究員

に送付してください。必要な書類は概ね以下のとおりです。なお、手数料はかかりません。

（1）「在留資格認定証明書交付申請書」・「所属機関等作成用」のシートは、受入研究機関に

記入及び押印を依頼してください。

（2）研究員の写真 1枚（縦 4 ㎝×横 3㎝）

（3）採用通知（Award Letter）及び経費負担証明書(Certificate of Financial Support)の写し

（4）研究員が申請時に振興会（対応機関推薦の採用者及び外特（戦略）においては、対応機関）

に提出した申請書の写し又は研究員の履歴書

（5）独立行政法人日本学術振興会法（抜粋）（APPENDIX B をコピー）

（6）本手引（本事業を説明するための必要書類として持参してください。）

（7） 392 円切手（簡易書留用）を貼付した返信用封筒

※ 返信用封筒には，あらかじめ宛先を記載して下さい。

2.査証（ビザ）の取得

査証の発給後、定められた期間内に入国しない場合、その査証が無効となることもありますので、十分に

注意してください。取得に際しての必要書類については、研究員の最寄りの日本大使館又は総領事館に必ず

問い合わせて確認してください。必要な書類は概ね以下のとおりです。

（1）有効な旅券（パスポート）

（2）採用通知（Award Letter）及び経費負担証明書(Certificate of Financial Support)の写し

（3）研究員が申請時に振興会（対応機関推薦の採用者及び外特（戦略）においては、対応機関）に

提出した申請書の写し

（4）研究員の写真 2枚（縦 4 ㎝×横 3㎝）

（5）独立行政法人日本学術振興会法（抜粋）（APPENDIX B をコピー）

（6）在留資格認定証明書

なお、採用通知及び経費負担証明書については、後々も使用することが考えられますので、提出する際は

必ず写しを使用してください。ただし、手続を行う際には原本も持参してください。

在留資格認定証明書の申請、査証（ビザ）の取得手続 Procedures for Certificate of Eligibility and Visa

APPENDIX A

* Make sure to go through Chapter II-1-(5) “Resident Status” before reading the following instructions.

* As both of these documents may take 1-3 months to be issued, be sure to apply as early as possible.

* For the required forms, details and updated information, inquire at your nearest Japanese Embassy or

Consulate.

*Note that JSPS is not in a position to answer inquiries or make an arrangement regarding visa applications

for Fellows and family members.

1. Obtaining a Certificate of Eligibility

This certificate is issued to show that the bearer satisfies the conditions of entry into Japan prescribed by Japanese

Immigration Law. Having a Certificate of Eligibility when applying for a visa speeds up its processing. This is

because it certifies that the applicant has already been screened and satisfies the government’s requirements for

obtaining his/her visa status and for landing in Japan. However, just having a Certificate of Eligibility does not

guarantee that the applicant will be issued a visa.

Hosts should first ascertain whether or not Fellows need to obtain a Certificate of Eligibility by inquiring at

their Institution or an Immigration Office. If required, the documents needed to apply for the Certificate of

Eligibility must be prepared by the Host and Host Institution and submitted to the nearest Immigration Office.

After receiving the certificate, they must be sure to forward it to Fellows. The following documents are needed to

apply for the Certificate of Eligibility. No fees are charged.

(1) Application for Certificate of Eligibility (The application sheet should be filled out and stamped by

Institutions)

(2) An ID photograph (H4cm×W3cm)

(3) A copy of the Award Letter and Certificate of Financial Support from JSPS

(4) A copy of the Fellow’s CV accompanying his/her fellowship application

(5) An extract from the JSPS Law (copy Appendix B)

(6) Program Guidelines (this booklet is necessary to explain the fellowship.)

(7) A self-addressed stamped envelope (standard size) with one 392-yen stamp

2. Obtaining a Visa

Fellows must enter Japan within the period specified in the visa, otherwise the visa issued will become invalid.

Generally, Fellows will need to bring the following documents when applying for a visa;

(1) A valid passport

(2) A copy of the Award Letter and Certificate of Financial Support from JSPS

(3) A copy of the Fellow’s CV accompanying his/her fellowship application

(4) Two ID photographs (H4cm×W3cm)

(5) An extract from the JSPS Law (copy Appendix B)

(6) A Certificate of Eligibility (Hosts will prepare it)

Submit copies, not originals, of the Award Letter and Certificate of Financial Support, as you may need to use

them again. However, take the originals with you just in case when applying for the visa.

APPENDIX B

○ 独立行政法人日本学術振興会法抜粋（最終改正：平成二六年六月一三日法律第六七号）

第一章総則

（名称）

第二条この法律及び独立行政法人通則法（平成十一年法律第百三号。以下「通則法」という。）の定めるとこ

ろにより設立される通則法第二条第一項に規定する独立行政法人の名称は、独立行政法人日本学術振興会と

する。

（振興会の目的）

第三条独立行政法人日本学術振興会（以下「振興会」という。）は、学術研究の助成、研究者の養成のための

資金の支給、学術に関する国際交流の促進、学術の応用に関する研究等を行うことにより、学術の振興

を図ることを目的とする。

第四章業務等

（業務の範囲）

第十五条振興会は、第三条の目的を達成するため、次の業務を行う。

一学術の研究に関し、必要な助成を行うこと。

二優秀な学術の研究者を養成するため、研究者に研究を奨励するための資金を支給すること。

三海外への研究者の派遣、外国人研究者の受入れその他学術に関する国際交流を促進するための業務を行う

こと。

四学術の応用に関する研究を行うこと。

五学術の応用に関する研究に関し、学界と産業界との協力を促進するために必要な援助を行うこと。

六学術の振興のための方策に関する調査及び研究を行うこと。

七第四号及び前号に掲げる業務に係る成果を普及し、及びその活用を促進すること。

八学術の振興のために国が行う助成に必要な審査及び評価を行うこと。

九前各号の業務に附帯する業務を行うこと。

○ An Extract from Law concerning Japan Society for the Promotion of Science as an Independent Administrative Institution (Law No.67 of June 13, 2014) Chapter I General Provisions (Name) Article 2 The name of the independent administrative institution, which is established according to the provisions of this law and the Law on the General Rules of Independent Administrative Institutions (Law No.103 of 1999, hereinafter referred to as the “Law on General Rules”) and stipulated in Article 2, Section 1 of the Law on General Rules, shall be Japan Society for the Promotion of Science. (Purpose of JSPS) Article 3 The purpose of Japan Society for the Promotion of Science (hereinafter referred to as the “JSPS”) is to promote science through the issuance of grants in support of scientific research, providing funds for training researchers, promoting international scientific exchange and carrying out research that contributes to the application of science. Chapter IV Activities, etc. (Scope of Activities) Article 15 In order to attain the purpose prescribed in Article 3, JSPS shall perform the following activities: 1) JSPS shall provide necessary assistance toward scientific research. 2) In order to provide training for high quality scientific researchers, JSPS shall provide younger researchers with funds to encourage their research work. 3) JSPS shall perform activities to encourage the dispatch of Japanese researchers abroad, the reception of foreign researchers in Japan, and other forms of international scientific exchange. 4) JSPS shall conduct research on the application of science. 5) In connection with research on the application of science, JSPS shall provide necessary assistance to encourage cooperation between academic and industrial circles. 6) JSPS shall conduct studies and research on policies for the promotion of science. 7) JSPS shall disseminate the fruits of the activities described in 4) and 6) above and encourage their utilization. 8) JSPS shall perform inspections and evaluations as necessary for assistance provided by the Government for the promotion of science. 9) JSPS shall perform other activities ancillary to the activities listed in the preceding items.

APPENDIX C

在留資格の更新手続等、研究員が外国人研究者招へい事業に採用されている旨を証明する書類が必要とな

った場合、依頼を受けた受入研究機関は、下記のサンプルを参照の上、作成してください。

If a certificate is required, during the Fellow’s tenure, to verify his/her status under the JSPS fellowship for such

purposes as applying for a visa extension, the Host Institutions may issue a certificate in a format such as this.

平成年月日

殿

受入研究機関

所属機関・部局長

職・氏名印

申請人

氏名：（外国人特別研究員氏名）

生年月日：

国籍：

上記申請人は、日本学術振興会の外国人特別研究員として、下記により日本に滞在し、

（受入研究機関）において受け入れ、研究を行っております。

なお、申請人の本国との渡航費及び日本国内での滞在費及び海外旅行保険については、

日本学術振興会が負担しております。

記

滞在期間：平成年月日～平成年月日（か月）

研究課題：

受入研究機関：

備考：海外旅行保険に加入済み

受入研究者が作成する研究員の研究内容、採用期間、滞在費等を証する文書の

サンプル Sample of Document Certifying the Research Activity, Fellowship Period

and Monthly Maintenance Allowance of Fellows

独立行政法人日本学術振興会

Japan Society for the Promotion of Science

5-3-1 Kojimachi, Chiyoda-ku, Tokyo 102-0083

〒102-0083 東京都千代田区麹町 5-3-1

今今後後のの研研究究継継続続ににつついいてて

本会事業により今後の研究継続を検討されている場合は、次の URL「事業のご案内」よ

り、該当する事業を確認してください。

https://www.jsps.go.jp/programs/

Note: Research Continuation

If you are considering continuing this research under another JSPS program, please check the

following URL for a listing of corresponding programs.

https://www.jsps.go.jp/english/programs/index.html

メールマガジンの購読について（日本語のみ）

JSPS Monthly（学振便り）の配信を希望される方は、以下の URL から登録してください。

https://www.jsps.go.jp/j-mailmagazine/subscription.html

Documents

Postdoctoral Fellowships for Research in Japan … › j-fellow › j-fellow_14 › data › tebiki...平成30年度（2018年度） 日本学術振興会 外国人特別研究員

Postdoctoral Fellowships for Research in Japan … › j-fellow › j-fellow_14 › data › tebiki...平成30年度（2018年度）日本学術振興会外国人特別研究員